Does your financial department tremble every month-end upon receiving surprise supplier invoices for purchases that no executive had formally authorized?
In industrial SMEs, construction companies, or agencies with multiple departments, the internal procurement process is usually a disaster. A project manager needs urgent material, sends an email to the director, the email gets lost, and faced with the urgency, they place the order anyway. Weeks later, administration receives an inflated invoice that disrupts the cash flow. This budgetary lack of control, known as "maverick spend", devours profit margins and generates painful internal audits.
The trap of Rigid ERPs and Paper Forms
To try to control spending, many companies force their employees to fill out slow paper forms or deal with the purchasing modules of traditional ERPs, which require dozens of clicks and extremely expensive user licenses. Forcing a field employee to turn on a computer and navigate complex software just to request some screws is guaranteeing they will skip the process entirely.
Our solution: Purchase Approval Database and Portal
At LANZA ESTUDIO, we digitize your expense policy. As software architects, we design a relational database and a custom procurement portal where every cent requires automatic approval according to your own hierarchical rules.
- Approval Rules Engine: We configure your business logic in the database so that purchases under one hundred dollars auto-approve, while larger expenses require the general manager's digital signature.
- Ultra-Light Request Portal: We develop a simple mobile interface where the employee uploads the supplier's PDF quote and requests the purchase in two taps from anywhere.
- Real-Time Notifications and Traceability: The software sends an instant alert to the corresponding manager, who can approve or reject the expense from their own phone with a single click.
- Automatic Purchase Order (PO) Generation: Once approved, the system generates an official purchase order number and locks that amount in the annual budget of that specific department.
The Real Impact on your Corporate Finances
- Eradication of Surprise Invoices: Administration automatically rejects any supplier invoice that is not accompanied by its system-generated purchase order number.
- Absolute Cash Flow Control: The financial director can see in real-time dashboards how much budget each department has consumed and what expenses are pending approval.
- Operational Agility without Friction: You eliminate email bottlenecks, allowing your production team to get the materials they need quickly and always following the rules.